Staff Email - Sending secure email attachments

Sending information via e-mail attachment is quick and easy but is open to the risk that someone other than the intended recipient can intercept it. This can be a serious problem if the information contained within the attachment is sensitive or confidential.

To help you keep the contents of your e-mails secure, below are some instructions on how to password protect Word documents and then encrypt the file so that you can send it safely.

Password protecting a Word document

Microsoft Word allows you to apply a password to an individual file so that it can only be opened once the reader has entered the correct password.

Follow the steps below to apply a password to a document:

Click the File tab.

Click Info.

Click Protect Document, and then click Encrypt with Password.

In the Encrypt Document box, type a password, and then click OK.

In the Confirm Password box, type the password again, and then click OK.

Encrypting your files (7-zip)

To increase the level of security, we also suggest that you encrypt the file before sending it via email. Encryption is a software tool that uses "scrambling" to make data unreadable. Once a message is encrypted, it will appear as a meaningless garble of characters to anyone except the person who has the password to unscramble it.

To help you decide whether you need to encrypt any files before sending them, look at the three questions below. If you answer ‘yes’ to any of them then you should use password protection and encryption.

For example:

Do you have data that could cause damage to either the University if it fell into the wrong hands? (E.g. - The sharing of Exam papers.)

Are there documents on your computer that are strictly confidential? (E.g. -Bank and credit card account numbers or Personnel files.)

Do you send and receive email messages containing confidential information about the Universities' work?

Download 7-zip To encrypt your files we recommend that you use open source software called 7-Zip, which is installed on all university computers. If you do not have 7-zip installed on your computer, you can download it at http://www.7-zip.org.

On the home page click the top 'Download' link for '7-zip 4.57' (the file type is .exe). This will redirect you to download pages on SourceForge.net.

Once the web page has loaded you may see a message window alerting you to a yellow Information Bar at the top of the page. To close the window click 'Close.'

The yellow Information Bar is a security measure which occurs when any software tries to install itself onto your computer. It requests confirmation that you want to download. To confirm click 'Click here for options' and then 'Download File.'

A new message window will appear asking whether you want to Run the download file or Save. Click 'Run.'

Another security message will appear asking you to confirm that you want to download the file. Click 'Run' to confirm.

The Setup Wizard will then ask you where you want to install 7-zip. As default it will have chosen your C:Drive. This is the default destination for applications so you do not need to change it. Click 'Install' to begin the installation.

Once installed close the Setup Wizard by clicking 'Finish.'

Encrypting a file using 7-zip Once 7-zip is installed onto your computer you can use it to encrypt your files.